Healthcare Administrative Assistant

Description

Position Summary: Meeting Matters Health & Wellness Services Chile SpA is seeking an organized and empathetic Healthcare Administrative Assistant to provide administrative support and customer service for health and wellness operations. Key Highlights: 1. Administrative and customer service support in health and wellness. 2. Collaboration with health and wellness professionals. 3. Opportunity for professional growth in healthcare administration. Position Summary **Meeting Matters Health \& Wellness Services Chile SpA** is seeking an organized, empathetic, and detail-oriented **Healthcare Administrative Assistant** to join our team in Talca. As a Healthcare Administrative Assistant, you will provide administrative and customer service support for health and wellness operations, including appointment coordination, record management, client communication, documentation, data entry, report preparation, and general office activities. You will work closely with health and wellness professionals, customer service staff, administrators, operations personnel, and management to ensure appointments, records, inquiries, and administrative processes are handled accurately and professionally. This is primarily a non-clinical administrative position. The employee will not diagnose conditions, prescribe treatments, or independently perform regulated clinical procedures unless duly qualified and authorized to do so. Responsibilities: Greet clients and provide frontline professional administrative assistance. Respond to inquiries via telephone, email, messaging platforms, and authorized digital channels. Schedule, confirm, reschedule, and cancel appointments. Maintain up-to-date appointment calendars and service schedules. Support client registration and administrative onboarding. Enter and update client information in authorized systems. Maintain organized electronic and physical records. Receive and process administrative documentation. Verify that required forms and administrative information are complete. Prepare documentation for scheduled appointments and services. Assist with routine client correspondence and notifications. Coordinate administrative requests with health and wellness professionals. Provide authorized information regarding appointments, services, and administrative procedures. Direct clinical or specialized questions to appropriately qualified professionals. Support referral and service coordination processes as applicable. Monitor pending documentation and conduct appropriate follow-up. Assist with preparation of certificates, forms, and routine administrative correspondence. Support billing and payment administration as applicable. Assist with invoices, receipts, and basic transaction records. Maintain spreadsheets and administrative records. Prepare routine operational and service reports. Support customer service and appointment waiting lists during peak periods. Assist with administration of wellness programs and services. Maintain office and administrative supplies. Support internal meetings and administrative coordination. Comply with established confidentiality, privacy, and information security procedures. Identify administrative issues requiring escalation. Contribute to improving appointment, documentation, and customer service processes. Requirements Prior experience in healthcare administration, medical reception, customer service, office administration, wellness services, or similar environments is valued but not mandatory. Completion of secondary education or equivalent qualification. Technical or professional training in Administration, Healthcare Administration, Business Administration, Medical Administration, Secretarial Studies, or a related field is a plus. Relevant experience of 0–2 years is recommended. Recent graduates and those beginning their professional careers are encouraged to apply. Strong administrative and organizational skills. Professional and empathetic customer service orientation. Good oral and written communication skills. High attention to detail and accuracy in data entry. Proficiency in scheduling and coordinating appointments. Basic knowledge of Microsoft Word and Excel. Familiarity with Microsoft 365 or Google Workspace is a plus. Experience with appointment management systems, CRM, healthcare administration systems, or electronic health records is highly desirable. Ability to maintain accurate and organized documentation. Excellent time management and follow-up capability. Ability to manage multiple administrative requests and priorities. Ability to communicate professionally with clients and colleagues. Ability to handle confidential information responsibly. Ability to identify clinical questions requiring referral to qualified professionals. Willingness to learn new administrative systems and procedures. Candidates meeting most, though not necessarily all, requirements are encouraged to apply. Why Work With Us? Gain practical experience in health and wellness administration. Develop appointment scheduling and customer service skills. Gain experience maintaining health-related administrative records. Strengthen professional communication and organizational skills. Develop skills in Excel, report writing, and data management. Work alongside health and wellness professionals, customer service staff, and administrators. Gain experience with scheduling and administrative management systems. Participate in service quality and process improvement initiatives. Develop transferable skills relevant to medical centers, wellness organizations, clinics, and professional service providers. Gain experience coordinating client and service documentation. Build a professional trajectory enabling progression to roles such as Medical Administrative Coordinator, Patient Services Coordinator, Medical Administrative Coordinator, Medical Operations Coordinator, or Customer Service Specialist. Salary: $600\.000 \- $750\.000 per month Work Location: On-site employment